Profile Page

In the dashboard, you'll see a summary of the member's information.

• Member status

• Member's first and last name

• Member Number

• Member's date of birth

• Current age

• Age of registration season

• Primary organization

• Secondary organization

• Background check status and validity date

  • This information can be found either to the right of the primary organization or below it if the member has a secondary organization in their profile.

• Member type

  • Member types get reset every season and may differ by organization. A member type is added to a profile by registration or being rostered to a team. When a member type has not been added to a profile for the current season, the display will show the last season’s member type.

• Profile photo expiry date (for sports using this option)

• Notes on the status change will be displayed below the organization name.

Clicking on the '+' will open the page in a quick view window.

Open

Minimal View

Displaying a profile that does not belong to the current organization will only show the member's age, not their date of birth.

Open

Transactions Boxes

A display of transactions for the current season will be shown in the boxes.

The box for the outstanding balance can be used if a member owes money from the past season. The member will be temporarily blocked from registering online by entering an amount. You can remove the amount once the balance has been paid by clicking the blue pencil.

Members Cards 

A membership card is available at the top right of each member's profile. The membership card is also available in each member's Spordle My Account.

Each member's card can be printed for validation at tournaments. Click on the Card button in the profile, and a window will appear with the member's name, ID number, photo (soccer only), and date of birth. Then click on Print.

Member Status

Draft: An online registration has been started for a new member but has not been completed. No Member number has been assigned to this profile.

Unconfirmed: The status will first be unconfirmed when a new member is created and assigned a Member number. Once the member’s information has been verified, the status can be updated to confirmed.

Confirmed: A member that has a Member number with information that has been confirmed.

Inactive: Members that have had no activity on their profile for 18 months. The status of an inactive member will change back to their prior status when one of the following actions is triggered:

• The member is added to a team

• The member submits a registration

• The member registers with a clinic

Blocked: A member with a blocked status cannot register for registration, be rostered to a team, or be transferred.

• A profile blocked due to an outstanding balance can be reconfirmed, even if the balance is still unpaid.

  • A member profile with a blocked status will not be able to register. The system only takes blocked status into account. The Member can still register if the profile is confirmed and there is still an outstanding balance.

• A profile with a blocked status cannot be added to a team roster.

  • If the profile is confirmed and there is still an outstanding balance, the Member can be added to the team roster.

• A profile with a blocked status cannot be transferred from one organization to another.

  • A profile with an outstanding balance cannot be transferred, as the system will turn off the Action button to initiate a transfer request.

Deceased: A member can be moved to the deceased status if they die during the season.

Released: A member of his organization released after the season's start.

Potential Ineligible: If a has a partial match to a permanently ineligible member, they will be flagged as potentially ineligible and must be reviewed by your sports provincial organization.

Confirm member

When you've validated all a member's information, and there are no more notifications in their profile, a green button will appear to the left of the Action button, allowing you to confirm the member.

Action Button

The "Action" button in the top right-hand corner of a member's profile allows you to select the following actions:

• Request Mandatory Changes (only Soccer): Allows you to request a change to the first name, last name, date of birth or gender in the member's profile in the event of an error during profile creation. This request must then be approved by the ARS or Soccer Québec..

• Request Classification Changes: Allows you to request an under classification or upgrade for the current affiliation year. Please refer to the related documentation: Request for change of classification

• Request Transfer (only Baseball): Allows you to request a transfer. Please refer to the related documentation: Baseball transfer request

• CTI Request (only Soccer): Allows you to apply for an international transfer certificate. Refer to the Fédération Soccer Québec on this subject.

• Request Permanent Release (only Soccer): Allows you to apply for permanent release. This is done when activities for the affiliation year have already begun. Please refer to related documentation: Soccer release request

• Confirm Member : Confirms member information, including member number.

• Request Movement (only Soccer): Allows you to request a mutation as a new member association. Please refer to the related documentation: Soccer mutation request

• Merge Member : Allows you to perform a member merge. This function depends on your account permissions. Please refer to the related documentation: Member merge

• Block Member : Allows you to block a member either for an unpaid balance or for any other reason. Once a member has been blocked, he/she will not be able to join any association, be added to a team or transferred. To unblock a member, simply press the same button that appears: "Unblock member".

• Make Member Unconfirmed: Set this status when a member's information has not been verified.

• Validate Member: Allows you to validate a member.

• Send Communications : Allows you to communicate directly with the member's registered contacts.

• Open in Quick View : Opens a new window with member information.

Potentially duplicate member

If the system identifies the member as a Potential Duplicate, a notification will be displayed at the top of the member's profile.

To manage this potentially duplicated member, you can click on the notification to manage the duplicated member.

For more information on managing duplicate members, please consult Tasks - Potential Member Duplicates documentation.

Overview Tab

Primary information

The information displayed is for the participant. Family member’s information should be listed under contacts. To update the information, click on Edit.

Missing information in the primary information selection of a member’s profile will prevent them from being approved on a roster.

Edit Primary Information

A member's primary information identifies the member, i.e., last name, first name, date of birth, and gender identity. This information must be filled in when creating a member profile, either through online registration by a parent or by an association's registrar when registration is done manually using the information provided by a parent.

Some of this information, such as gender and date of birth, is also used to classify members into divisions.

Given the sensitivity and importance of this information, the National Sports Organization (NSO) has decided to make Region or Provincial Sports Organization (PSO) approval mandatory for all modifications to mandatory primary information.

To do so, click on edit in the Primary Information section.

The fields corresponding to primary information will appear grayed out. To request a modification of this information, click on Request Mandatory Change in the blue band. A pop-up window will open, allowing you to fill in the information to be modified.

Click submit, and the request will be forwarded to your branch for approval.

If the participant is shared between two organizations, both organizations can request the changes, and both regions can approve them.

Once the request has been submitted, you will receive a notification that it has been submitted and is pending. You will also receive notification when a decision has been made, i.e., whether the change has been approved or refused.

You can return to the request to cancel it anytime before your region decides.

A window will appear when you click on the Pending change request notification in red, allowing you to see by whom the request was created and the changes requested.

You can also cancel the request by clicking on Cancel request.

Approved modification logs are in the history tab in the bottom section: Member information change logs.

Manage Request

The region can manage the request via the Task module.

Address(es) and phone number(s)

The address and phone numbers can be set up to display more than one (optional). The gold star is used to indicate that it is the primary address.

• Address options: resident, work, father, mother, guardian, mailing or billet

• Phone number options: home, work, cell, fax, pager, etc.

Unconfirmed Address: A red box around the Address section will appear when an address is updated through My Account. To verify the address, click on the link. It will give you three options:

1. Accept and make it the primary address

2. Accept and add it as an additional address

3. Reject the address (see note)

Selecting the Accept and Set this address as the primary option will move the new address from Address #2 to the primary, and the address in the primary box will now be set as Address #2. If this address is no longer required on the profile, you can click on delete to remove it.

Demographic Information

Collecting self-identification data is central to equity, diversity, and inclusion efforts. National organizations are collecting this data to increase our ability to enhance programs while recognizing and removing barriers. The demographic data collected through the Spordle ID platform is consistent with how the Government of Canada solicits this information, including the options you see of race/ethnicity, language, and Indigenous Peoples (all of which provide “Prefer not to say” as an option). There are many factors as to why and how this data is collected: please refer to this Government of Canada website for more information: click here.

To update information here, click edit.

Documents and profile photos

The Documents section groups together several documents, whether mandatory or not. These documents may be of various kinds, including proof of residence, proof of birth and, if applicable, a profile photo.

If documents are required, you may see a warning that a document is missing. In such a case, you will have two options: upload the document yourself or ask the member to do so via their My Account.

To upload the required documentation, click the + Add button, select the Document type, and click Save. Only one document can be added at a time, but the document type can be used as often as needed.

Since the platform does not recognize the document type, and a document may have been incorrectly categorized, you can modify the document type to re-categorize it.

To change a document type, click on the line item for the document, opening the side panel. Click on the blue pencil, pick the new document type, then click the checkmark.

To validate a document added by a member, click on Validate documents. When a new document is added to a member, the registrar will receive an email.

For MHAs that store or validate documents outside of HCR and do not use the document upload option, click on Validate Documents. This will allow you to mark the profile as having the appropriate documents.

Document Approval

The organization can approve photos or documents in the member's profile.

Documents or photos that have not been approved will have the status Pending Approval.

Click on the line of the photo or document to be approved to open the right-hand side panel. The status, uploaded document name, expiration date, and document type will be displayed.

Click on Manage Approval using the Action button or at the bottom of the side panel.

A window will be displayed with the photo or the document. You can center the photo received using the blue magnifying glass under the photo.

The expiration date of the member's photo or document will be displayed.

You must select Refuse or Approve.

If you decline the photo or document, the system will ask you to enter the reason for refusal and to confirm your action by clicking on Confirm Refusal.

The member will then receive a notification to return to My Account to upload a new photo or document.

The Tasks and Request Manage menu can also manage batch photo or document approval. For further information, please consult the Request Manage documentation.

Deleting a Document

Removing a document is permission-based. Members can not remove documents uploaded to a profile through My Account. The members must contact their organization for the removal of these documents.

If a document has been added by mistake or is no longer valid, it can be deleted by clicking on the line of the document you want to delete so that the side panel opens. Click on the Action button and select Delete.

Contacts

Adding contacts for a member is optional but is very useful, as many of our members are youths. To update the contact list, click on edit. From here, you can edit or add an existing contact.

To edit a contact, Click on the contact, and a side panel will open. Update the contact information and click the checkmark to save.

To add a contact, Click + Add contact. Enter the contact information and click on Save.

To remove a contact, Click on the contact and then the blue Action button in the top right of the side panel. You can then select Delete.

To add a contact:

• Click + add a contact.

• Enter the contact information.

• Check All communications if you would like to receive emails

• Click save.

Contacts Displayed

• The blue envelope indicates to you that this contact will receive emails.

• The green dollar $ sign indicates that this contact will receive the tax receipt.

• The red ambulance indicates that this is an emergency contact.

• The date the contact was last updated will be displayed in the member's profile.

• Click the drop-down to sort the contacts by Contact type, Last updated, or Emergency Contact.

Members can add a contact or an emergency contact from My Account; refer to the documentation. Adding contact information in My Account - Member.

Family Relations

Setting up a family relationship is optional but can be a valuable tool for the registrar.

To edit a family member, Click on the Member, and a side panel will open. You can remove or update the information.

To add a family member, Click + add a family relation. You can search using the HCR # or enter the name, birthdate, and gender. Once the family member is found, enter the relation type and click save.

Linked Accounts

Here, you can view the My Account accounts linked to this member.

Many parents don't remember the email address used in My Account when they registered their child. You can, therefore, validate the email address used with the parent.

If the parent has forgotten their password, click on Forgot Password. An email from Spordle containing a verification code will be sent to the parent to validate their identity. It's essential to check your junk mail folder, as this type of email can be found there.

If a blue crown appears in one of the member's linked accounts, the member is the account Owner.

By clicking on the box of a member's linked account, a side panel will appear to your right. Click the Action button to Unlink this linked account from the member's profile.

You can also change the account Owner by selecting an account that does not have a blue crown, clicking on the Action button in the side panel, and selecting Set as Owner.

Memos

Memos can be used in many ways and are an optional item.

To add a memo, Click + Add.